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Home My WebLink AboutAgenda CC 04.23.2013 WorkshopNotice of Meeting of the Governing Body of the City of Georgetown, Texas APRIL 23, 2013 The Georgetown City Council will meet on APRIL 23, 2013 at 2:00 P.M. at the Council Chambers at 101 E. 7th Street, Georgetown, Texas The City of Georgetown is committed to compliance with the Americans with Disabilities Act (ADA). If you require assistance in participating at a public meeting due to a disability, as defined under the ADA, reasonable assistance, adaptations, or accommodations will be provided upon request. Please contact the City Secretary's Office, least four (4) days prior to the scheduled meeting date, at (512) 930-3652 or City Hall at 113 East 8th Street for additional information; TTY users route through Relay Texas at 711. Policy Development/Review Workshop - A Presentation and discussion of the proposed amendments to Title 7 of the Code of Ordinances relating to Animals -- Bridget Chapman, Acting City Attorney B Presentation and possible direction on future Cemetery operations -- John Hesser, Parks and Recreation Board Chair and Kimberly Garrett, Parks and Recreation Director C 2012 Compensation Study Overview and Update -- Micki Rundell, Chief Financial Officer D Discussion and possible direction to staff regarding the Williamson County Bond Program for 2013 and future Transportation Bond Programs -- Edward G. Polasek, Transportation Services Director and Micki Rundell, Chief Financial Officer Executive Session In compliance with the Open Meetings Act, Chapter 551, Government Code, Vernon's Texas Codes, Annotated, the items listed below will be discussed in closed session and are subject to action in the regular session. E Sec. 551.071: Consultation with Attorney - Advice from attorney about pending or contemplated litigation and other matters on which the attorney has a duty to advise the City Council, including agenda items - CTSUD Update - Rivery Update - Albertson's Building Update - LCRA Update F Sec 551.074: Personnel Matters - Acting City Attorney Annual Performance Evaluation - City Manager Annual Performance Evaluation G Sec. 551.087: Deliberation Regarding Economic Development Negotiations - Enflite Adjournment Certificate of Posting I, Jessica Brettle, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of Meeting was posted at City Hall, 113 E. 8th Street, a place readily accessible to the general public at all times, on the _____ day of _________________, 2013, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Jessica Brettle, City Secretary City of Georgetown, Texas April 23, 2013 SUBJECT: Presentation and discussion of the proposed amendments to Title 7 of the Code of Ordinances relating to Animals -- Bridget Chapman, Acting City Attorney ITEM SUMMARY: FINANCIAL IMPACT: SUBMITTED BY: RES Cover Memo Item # A City of Georgetown, Texas April 23, 2013 SUBJECT: Presentation and possible direction on future Cemetery operations -- John Hesser, Parks and Recreation Board Chair and Kimberly Garrett, Parks and Recreation Director ITEM SUMMARY: FINANCIAL IMPACT: SUBMITTED BY: Cover Memo Item # B City of Georgetown, Texas April 23, 2013 SUBJECT: 2012 Compensation Study Overview and Update -- Micki Rundell, Chief Financial Officer ITEM SUMMARY: FINANCIAL IMPACT: SUBMITTED BY: ATTACHMENTS: Presentation Cover Memo Item # C 2012 Compensation Plan Update Council Workshop April 23, 2013 Attachment number 1 \nPage 1 of 29 Item # C Project History •Public Sector Personnel Consultants –Approved February 28, 2012 •City-wide classification & base pay compensation study –Included employee participation & input –Included survey comparing City’s base pay plans by benchmark job to market –Updated compensation policies for all job titles •Develop pay structure to ensure fair, appropriate, sustainable and competitive pay plan Attachment number 1 \nPage 2 of 29 Item # C Policy Development •Survey benchmarks – model for now & future updates •As directed by City Council •Application of market data – pay structure comparisons & desired competitiveness level. •Objective & sustainable in-range pay adjustments to assure retention & alleviate compression. –Hiring, placement,& merit / market guidelines Attachment number 1 \nPage 3 of 29 Item # C Project Communication Project updates provided throughout process •GGAF Advisory Board –February 13, 2012 –June 27, 2012 –March 27, 2013 – reviewed Plan update •City Council Workshop –February 14, 2012 –February 28, 2012 –July 10, 2012 Attachment number 1 \nPage 4 of 29 Item # C Compensation Plan Implementation •Total estimated implementation cost per study = $1.5M + benefits –Moves everyone towards “Market Midpoint” •High performers & those below minimum of pay grade •Implementation discussed during 2012/13 Annual Budget –Council agreed to “Gonzalez Plan” – 60/40 implementation •60% implemented in 2012/13 –Phase 1 & Phase 2 •40% implemented in 2013/14 – Phase 3 •Didn’t include Public Safety compensation changes Attachment number 1 \nPage 5 of 29 Item # C Compensation Plan Implementation •$1.1M included 2012/13 budget citywide –$900K (60%) + additional $200,000 for PS •Public Safety addressed separately –General Fund = $700K with benefits in 2012/13 –Included Phase 1 & Phase 2 funding •October 1, 2012 implementation date •Payroll increase for 2012/13 = 4.1% Attachment number 1 \nPage 6 of 29 Item # C Compensation Plan Implementation •Phase 1 – Moved every employee into range –Cost = $95K + benefits •Phase 2 - Allocated increases based on performance –Cost = $900K + benefits –Addresses retention & rewards high performers – Increases between 98% to 107% of midpoint •No single increase > than $10K or 20% whichever is less –Remainder paid in 2013/14 Budget as part of Phase 3 Attachment number 1 \nPage 7 of 29 Item # C Compensation Plan Implementation Phase 2 Modified - “80/20” Plan •Modifications to “High Performer” adjustments –Received 80% of proposed Year 1 adjustments •Maximum adjustment $8,000 instead of $10,000 •Allowed further implementation of Comp Study –Enabled adjustment for “meets” employees previously in Phase 3 –Meets employees between 2 & 5 years moved to 95% midpoint –Impacted 188 employees Attachment number 1 \nPage 8 of 29 Item # C Compensation Plan Implementation Phase 2.5 and Phase 3 •Phase 2.5 = 20% not funded in Phase 2 –Ideally would be funded at Midyear if funds available –Cost = $136K + benefits •Phase 3 = High Performer Balance –Anything > then $10K or 20% from Phase 2 & 2.5 –Cost = $162K + benefits Phases 1 – 2 – 3 funded below estimated budget –Accomplished initial goals Attachment number 1 \nPage 9 of 29 Item # C Projected 2012/13 Midyear Recommend to fund Phase 2.5 – May 1, 2013 –Over $527,000 funds available to repurpose from Phase 1 & 2 implementation •Budgeted $1.1M – only $752,000 will be spent through September 30, 2013 –Fund amounts originally planned to reward highest performers in 2013/14 •As originally included in Year 1 of 60% plan –Approve authorization on April 23, 2013 •Doesn’t require additional appropriation Attachment number 1 \nPage 10 of 29 Item # C Plan Issues & Concerns •If “meets” with 5 years experience 95% then: –New experienced employees hired in higher then existing staff –Recognizing outside experience without recognizing internal experience –Creating compression/hiring issues •Additionally… –No way to move employees to 100% market midpoint within the pay plan Attachment number 1 \nPage 11 of 29 Item # C Pay Range Illustration Example Min: 85% of Midpoint Example Max: 115% of Midpoint Midpoint 100% of Pay Range Market Alignment By Position / Title Hiring Range* Journey Rate Above Market * D.O.E. 5 – 7 Years? Exceptional Performance Attachment number 1 \nPage 12 of 29 Item # C Phase 3.5 Implementation •Move all employees w/ 5 year or more to mid- point (100%) –Impacts - 148 employees •Assumes 5 year has “Journeymen” skills that meet the standards of job •Creates compression with “high performers” –Adjust high performers 1% - address compression –Maximum remains at 107% •Those at 107% DO NOT receive additional percentage Total cost Phase 3.5 = $237K + benefits Attachment number 1 \nPage 13 of 29 Item # C 2013/14 Annual Budget •Fund Phase 3 = $162K + benefits –As planned to complete adjustments for highest performers •Fund Phase 3.5 = $237K + benefits –Recognizes years of experience and compression issues Attachment number 1 \nPage 14 of 29 Item # C As of 10-1-14 - City will have…. •Implemented the Comp Plan over 2 years for total cost of $1.53M + benefits –Phase 1 = $95K –Phase 2 = $900K –Phase 2.5 = $136K –Phase 3 = $162K –Phase 3.5 = $237K •Paying “market midpoint” to experienced/high performing employees Attachment number 1 \nPage 15 of 29 Item # C Reconciled to “60/40” Plan Estimated total = $1.5M + benefits •60% = $900,000 + benefits –Implemented $995,000 in 2012/13 •Additional funds for Public Safety were added to initial amount •40% = $500,000 + benefits –Mid-year implementation = $136,000 –Uses repurposed funds in 2013/14 –Proposed 2013/14 Annual Budget Phase 3 & Phase 3.5 = $399,000 –Total = $536,000 Attachment number 1 \nPage 16 of 29 Item # C Maintaining the Plan •Cost of Living Adjustment (COLA) –Not meant to move employees to midpoint –Based on CPI changes •Not automatic •Employees hired below market –Need method to recognize years of experience •Regardless of “high performance” •Continue to reward high performance Attachment number 1 \nPage 17 of 29 Item # C Pay Range Illustration Min Max Midpoint Hiring Range* Journey Rate Above Market * D.O.E. Exceptional Performance Quartile 1 Quartile 2 Quartile 3 Quartile 4 New to the job Experienced, not seasoned Consistently High Performers 95% 105% Seasoned Employee Attachment number 1 \nPage 18 of 29 Item # C Employee Pay Illustration Min Max Midpoint Hiring Range* Journey Rate Above Market New to the job $30,000 Quartile 1 Quartile 2 Quartile 3 Quartile 4 $29,874 $32,510 $37,782 $40,418 $35,146 Year 1 Attachment number 1 \nPage 19 of 29 Item # C Employee / Pay Range Movement Range Changes •Cost of Living Adjustment (COLA) 2014 Salary Range 2012 Salary Range Employee Employee moves 2.0% Pay Range Adjustments •Pay Range Market Adjustments –Survey position every 2 years Attachment number 1 \nPage 20 of 29 Item # C Employee Pay Illustration $30,000 Hiring Range* Journey Rate Above Market Quartile 1 Quartile 2 Quartile 3 Quartile 4 $29,874 $32,510 $37,782 $40,418 $35,146 Year 1 $30,600 Hiring Range* Journey Rate Above Market $30,471 $33,160 $38,538 $41,226 $35,849 Year 3 $31,212 Hiring Range* Journey Rate Above Market $31,081 $33,823 $39,308 $42,051 $36,566 Year 5 Attachment number 1 \nPage 21 of 29 Item # C Pay Range Illustration Min Max Midpoint Hiring Range* Journey Rate Above Market Quartile 1 Quartile 2 Quartile 3 Quartile 4 $31,081 $33,823 $39,308 $42,051 $36,566 Year 5 New to the job Experienced, not seasoned $31,212 Only COLA Attachment number 1 \nPage 22 of 29 Item # C 23 Base Pay COLA *2.0% *3.0% Progression Pay For Performance (Bonus) Longevity Variable Pay * - Estimates Employee Pay Maintenance Attachment number 1 \nPage 23 of 29 Item # C Employee Pay Illustration Min Max Midpoint Hiring Range* Journey Rate Above Market Quartile 1 Quartile 2 Quartile 3 Quartile 4 $31,081 $33,823 $39,308 $42,051 $36,566 Year 5 $31,212 Only COLA $35,795 With Progression Increases 95% 105% Seasoned Employee Experienced, not seasoned Attachment number 1 \nPage 24 of 29 Item # C 25 4.00% 3.50% 2.0% 1.5% 3.67% 3.17% 1.5% 1.0% 3.33% 2.83% 1.0% 0.5% Quartiles Excellence (4) (3) (2) Progression Pay (1) Improvement Essential 3.00% 2.50% 0.5% 0.0% 0.0% 0.0% 0.0% 0.0% Employee Pay Illustration 1 2 3 4 Attachment number 1 \nPage 25 of 29 Item # C Annual Merit Funding - Example Based upon 2011/12 evaluations •Applying previous matrix •Average pay increase = 1.8% •Total Cost = $277K + benefits –Citywide costs across all funds Attachment number 1 \nPage 26 of 29 Item # C Recommendations •Implement Phase 2.5 at mid-year 2013 •Budget funding for Phases 3 & 3.5 for October 1, 2013 (FY 2013/14) •Implement the “maintenance” policy –COLA reviewed every 2 years •Beginning 2013/14 –Pay scale reviewed every 2 years •Beginning 2014/15 –Progression/Merit Funding – annually Attachment number 1 \nPage 27 of 29 Item # C Conclusions •Pay plan requires on-going maintenance –Or will repeat previous compensation issues •Policy to designate budgeted funding for maintenance •Implement Phase 2.5 at Mid-year –Doesn’t have additional financial impact 2013/14 •Repurpose remaining funds from Phase 2 implementation •2013/14 estimated maintenance costs: –Possible COLA - Depends on CPI change –Additional 2% ($275K+benefits) – approximately •Progression & Merit pay Attachment number 1 \nPage 28 of 29 Item # C Questions Attachment number 1 \nPage 29 of 29 Item # C City of Georgetown, Texas April 23, 2013 SUBJECT: Discussion and possible direction to staff regarding the Williamson County Bond Program for 2013 and future Transportation Bond Programs -- Edward G. Polasek, Transportation Services Director and Micki Rundell, Chief Financial Officer ITEM SUMMARY: Williamson County Commissioners are considering a November 2013 Bond Program as outlined in the attached correspondence. They have also appointed Hugh Brown of St. Davids and Bob Glandt from Sun City, both representing Precinct 3, to the Williamson County Bond Committee to research the feasibility and ultimate dollar amount of a potential ballot measure. The Bond Committee will hold a public meeting for Precinct 3 on May 9 in the Court House to finalize the City’s recommendation. The Parks Board will be meeting on April 11, to compile a list of potential parks projects to submit to Williamson County. The GTAB Board will meet on April 19 and may choose to recommend up to 3 projects to submit as well. Both recommendations will be presented to City Council on April 23rd The GTAB Board is also considering other projects which may be subject to a future bond election. Those projects will be presented and discussed following direction provided by the GTAB Board on April 19th. FINANCIAL IMPACT: SUBMITTED BY: Edward G. Polasek, AICP, Transporation Services Director ATTACHMENTS: Williamson County Request Form for Williamson County Bond Williamson County Request Updated Cover Memo Item # D Attachment number 1 \nPage 1 of 1 Item # D Part A. General Project Information 1 Project ID Number (County staff will assign your project a Bond project number) 2 Primary Project Sponsor 3 Secondary Project Sponsor (if applicable) 4 Fiscal year being requested for 5 Project Category - Select from list below 6 Project Type - Select from list below 7 Project Name 8 Project Limits - Enter project limits running from north to south or west to east 9 From - (western or northern most point) 10 To - (eastern or southern most point) 11 Project Length (in miles) 12 Work Description - provide a brief description of work being performed 13 Local Contribution - Please list type (services, ROW, etc.) & Amount 14 Other Possible Sources of Funds (i.e. grants from other entities) 15 Amount of Funds Requested Project Category $ Parkland Acquisition $ Transportation $ Parkland Project Type $ Roadway $ Transit $ Bicycle / Pedestrian / Equestrian Williamson County Proposed Bond Project Information - Please fill in the following information. Project Request Information 4/16/2013 Page 1 of 3 Attachment number 2 \nPage 1 of 3 Item # D 16 Ownership of Facility - Who will be responsible for maintenance? 17 Estimated Annual Cost of Maintenance - if owned by County? 18 19 20 21 Project Map - provide an electronic copy map of the project 22 of Part B. Project Schedule 1 Receive County's funding notification letter 2 Obtain environmental clearances 3 Public meeting/hearing 4 Right-of-Way acquisition 5 Develop and submit plans specifications & estimates 6 Project implementation / construction $ Parkland / Development / Improvements Bicycle / Pedestrian Facility - indicate the type of facility that will be incorporated into your project. Time Frame (in months) Finish Date M/M/Y Project Priority - indicate the projects priority if submitting more than 1 project application for Transporation or Parks . 0 0 0 0 0 0 Start Date M/M/Y Project Justification - Describe at a minimum, the transportation issue(s) the project will address, the proposed solution(s), the desired outcome, and how the project will help implement Williamson County's Multi-Corridor Transportation Plan. Parks - List other similar public recreational facilities withing 10 miles of proposed facility: Activity Description 4/16/2013 Page 2 of 3 Attachment number 2 \nPage 2 of 3 Item # D Part C. Local Cost Participation 1 Total Cost 2 County Funds Requested 3 Local Cash Contribution 4 Other-match 5 Total Amount of Funds Committed by Sponsor 6 Sponsor Cost Participation Percentage 7 Have you recevied funds from Williamson County in the past? 8 How much & when: 9 What were those funds used for: Part D. Applicant Contact Information 1 Project Category 2 Project Type 3 Project Name 4 Name 5 Title 6 Sponsor 7 Mailing Address 8 Phone 9 Fax 10 Signature Date 11 12 Name 13 Title 14 Signature Date 0 -$ -$ 0 I certify that the information entered into this application is complete and accurate -$ 0% -$ Local cost participation is required and it is strongly encouraged. Projects will be evaluated in part by the percentage of local cost participation. 0 0 -$ 4/16/2013 Page 3 of 3 Attachment number 2 \nPage 3 of 3 Item # D Attachment number 3 \nPage 1 of 1 Item # D City of Georgetown, Texas April 23, 2013 SUBJECT: Sec. 551.071: Consultation with Attorney - Advice from attorney about pending or contemplated litigation and other matters on which the attorney has a duty to advise the City Council, including agenda items - CTSUD Update - Rivery Update - Albertson's Building Update - LCRA Update ITEM SUMMARY: FINANCIAL IMPACT: SUBMITTED BY: Cover Memo Item # E City of Georgetown, Texas April 23, 2013 SUBJECT: Sec 551.074: Personnel Matters - Acting City Attorney Annual Performance Evaluation - City Manager Annual Performance Evaluation ITEM SUMMARY: FINANCIAL IMPACT: SUBMITTED BY: Cover Memo Item # F City of Georgetown, Texas April 23, 2013 SUBJECT: Sec. 551.087: Deliberation Regarding Economic Development Negotiations - Enflite ITEM SUMMARY: FINANCIAL IMPACT: SUBMITTED BY: Cover Memo Item # G